Recognizing the importance of clear and understandable communication, the federal government enacted the Plain Language Act of 2010, mandating federal agencies to use plain language in various forms of communication with the public, such as publications, news releases, instructional guides, applications, and most public-facing web pages. This legislation aims to ensure that information is easily comprehensible, fostering better understanding among the general public.
Travis County is committed to employing those same federal plain language principles across our digital properties. The goal is to enhance comprehension, eliminate confusion, and facilitate a more clear understanding of published content. Adhering to these standards promotes informed decision-making, benefiting both individuals and Travis County staff.
Benefits of plain language
There are many benefits to using plain language in communication, especially when it comes to addressing comprehension. Additionally, the implementation of plain language practices contributes to increased efficiency and effectiveness in communication. This, in turn, reduces the time and resources required to clarify or explain complex information.
Key principles
Successful plain language communications at Travis County rests on the following three key principles designed to ensure clarity and accessibility:
1. Reading level
Travis County staff should adhere to a Flesch-Kincaid Index reading score of eight for all written content. This readability metric serves as a benchmark, guaranteeing that materials are easily understandable by a diverse audience.
The Flesch-Kincaid Index is a readability metric that evaluates the complexity of English text by measuring the average number of syllables per word and words per sentence. The resulting score is converted into a grade level, indicating the education level required to understand the text easily.
2. Clear language
Using simple words and short sentences whenever possible helps make content more accessible. Travis County staff should stay away from legal jargon, technical terms, and complex sentences. Additionally, consider writing in active voice over passive voice as it is more direct and easier to comprehend.
3. Formatting
Formatting content properly helps improve the “discoverability” of content. This includes thoughtfully using headings, lists, and empty space to break up text and make it visually appealing and easy to navigate. Content that is poorly formatted can come across as cluttered since important contextual information, while available, may be hidden in unsightly blocks of text.
Examples
Please review the examples below and study how adjusting language can help deliver more effective messaging.
Non-plain language | Plain language | What changed |
|---|---|---|
In accordance with government regulations, it is required that all applicants submit the necessary documentation to ensure compliance. | All applicants must submit the required documents to comply with government regulations. | Simplified language, removed unnecessary words, and emphasized the action required. |
The utilization of the standardized framework facilitates a streamlined approach in the implementation of government-mandated procedures. | Using a standard framework helps us follow government procedures more efficiently. | Simplified wording, replaced complex terms with clearer alternatives. |
It is imperative for citizens to be cognizant of their obligation to adhere to the prescribed regulations set forth by governmental authorities. | Citizens must follow the regulations set by the government. | Simplified language, replaced formal terms with everyday language. |
Pursuant to the provisions outlined in government statutes, all eligible individuals are entitled to receive monetary compensation. | Eligible individuals have the right to receive government compensation. | Simplified wording, clarified entitlement using straightforward language. |
The initiation of an investigation is contingent upon the receipt of an official complaint lodged with the appropriate government agency. | We investigate when we receive an official complaint to the government agency. | Simplified language, emphasized the action and streamlined the sentence. |
The provision of financial assistance is subject to the verification and validation of the requisite documentation by government authorities. | Financial assistance is given after government authorities verify required documents. | Simplified language, emphasized the action, and removed unnecessary complexity. |
All inquiries regarding this matter should be directed to the office of governmental affairs for proper resolution and response. | For help, contact the government affairs office to resolve this matter. | Simplified language, directed action, and made the sentence more user-friendly. |
Compliance with governmental policies is mandatory for the procurement of necessary permits in accordance with established guidelines. | To get permits, you must follow government policies as per the guidelines. | Simplified wording, emphasized the requirement, and made the sentence more concise. |
Governmental approval is requisite prior to the commencement of any construction activities within the designated area. | You need government approval before starting construction in this area. | Simplified language, clarified the requirement, and made the sentence more direct. |
The submission of a comprehensive report is mandated by government authorities for the purpose of evaluating compliance with established regulations. | Government authorities require a detailed report to assess compliance with regulations. | Simplified language, emphasized the action, and made the sentence more straightforward. |
Special considerations
The practice of using plain language does not require compromising the depth or technical accuracy of information. Instead, it seeks to enhance clarity and accessibility without oversimplifying content.
For writers catering to specialized audiences, retaining essential technical information in its precise form is allowed provided there is accompanying explanations or summaries in plain language. This approach ensures that professionals can access accurate information efficiently, while simultaneously making the content more comprehensible to a broader audience.
By adopting this approach, Travis County aims to strike a balance that respects the specific requirements of specialized audiences while upholding the broader principles of clear and accessible communication. This strategy aligns with a commitment to transparency, inclusivity, and improved effectiveness of published content.
Non-plain language | Plain language | What changed |
|---|---|---|
Pursuant to Section 4.2.1 of the County Zoning Ordinance, an application for a new construction project must be accompanied by all required supporting documents and must include the necessary variances. Failure to comply with these requirements may result in the application being denied or postponed. | To start a new construction project, follow Section 4.2.1 of the County Zoning Ordinance. Include all needed documents and variances. If you don't, your application might be denied or delayed. | Maintained reference to the County Zoning Ordinance for transparency. Simplified language, clarified actions, and made the consequence more explicit. |
All legal complaints must be submitted within 30 days of the incident date to the Office of Legal Affairs, pursuant to the established County Grievance Procedure. Failure to adhere to this timeframe may result in the dismissal of the complaint. | If you have a legal complaint, submit it to the Office of Legal Affairs within 30 days of the incident. Use the County Grievance Procedure. If you don't, your complaint might be dismissed. | Maintained reference to the County Grievance Procedure for transparency. Simplified language, clarified the action required, and made the consequence more explicit. |
Requests for public records must be submitted in writing to the County Records Department in accordance with the Texas Public Information Act. Failure to follow this process may result in delays in obtaining the requested information. | To get public records, write to the County Records Department following the Texas Public Information Act. If you don't, you might experience delays in getting the information you need. | Maintained reference to the Texas Public Information Act for transparency. Simplified language, clarified the action required, and made the consequence more explicit. |
All employees must complete the mandatory annual training sessions on workplace safety as per the Occupational Safety and Health Administration (OSHA) regulations. Failure to attend these sessions may lead to disciplinary actions. | Every year, attend the mandatory workplace safety training sessions required by OSHA regulations. If you don't, you might face disciplinary actions. | Maintained reference to OSHA regulations for transparency. Simplified language, clarified the action required, and made the consequence more explicit. |